Using Workflow Functionality in SAP S/4HANA Sales

Workflow functionality can be used to support various processes in SAP S/4HANA Sales.

The approval process for credit memo requests is one example of a process where workflow support adds business value. This was discussed in the previous topic already as part of the customer returns process. Let's use this example to look at some more details concerning workflow functionality that can support processes in SAP S/4HANA Sales:

The following is an example of a set-up for a workflow for credit memo requests:

Conditions can be defined under which credit memo requests can be automatically released, as well as conditions under which certain approval steps are required. If a workflow (in this case: for approving credit memo requests) is activated and the configured start conditions are fulfilled, the approval process is initiated.

The following table contains an overview of business roles involved with setting up and working with a workflow for credit memo requests:

The main business benefits of working with workflow functionality for approving credit memo requests are:

• A safe and secure approval process for credit memo requests
• Automatic approval of credit memo requests using specific value thresholds
• Saves time and effort by sending notifications to the correct team members
• Accelerates the processing of credit memo request approvals

The first step is setting up teams and responsibilities, using the app Manage Teams and Responsibilities. After this, the workflow itself can be defined.

With the SAP Fiori app Manage Teams and Responsibilities, teams, responsibility definitions, and team members and their functions can be defined. This is also referred to as Responsibility Management. Teams, members and functions can be used to determine responsible agents for use in flexible workflow scenarios. These teams, members and functions can however also be used in other, non workflow related scenarios.

The SAP Fiori app Manage Teams and Responsibilities supports the following actions:

• Create, edit, copy, and delete teams

• Maintain responsibility definitions for teams

• Maintain custom responsibility definitions for the team categories Procurement (PROC), Central Procurement (CPROC), and Change Record Discrete Industry (SCR1)

• Maintain team members and assign functions to team members

• View the hierarchical structure of teams, sub teams, and superior teams for team categories Procurement (PROC), Central Procurement (CPROC) and Extended Production Operations (EPO)

As a next step, the workflow itself needs to be defined.

Other features that are available for workflow functionality in SAP S/4HANA:

• Display details of a defined workflow

• Activate or deactivate a certain workflow definition

The process using workflow functionality (and all of the steps required to set it up) presented above is certainly not the only process that benefits from workflow support in SAP S/4HANA Sales. It is merely presented as an example.

Another example is workflow support in price management. An approval workflow for sales prices is available.

With this feature, a configuration expert can create approval workflows for sales prices. Sales prices are represented by the condition records for pricing in SAP S/4HANA Sales. The workflows allow you to define the conditions under which sales prices require approval, as well as define one or more designated approvers. You could define that prices for specific sales areas or condition types must always go through one or more approvers for example.